What is a job transition email template?

An internal job transfer occurs when an employee moves from one team, department or location to another within the same company. You can use a job transition email template to craft a notice to send to relevant stakeholders announcing the employee’s departure from one division and entry into another.

The employee in question might be getting a promotion or making a lateral move. Whatever the case may be, it’s important to communicate the change so other employees are kept in the loop. When an employee is transitioning to a new role, it can create uncertainty among the remaining team members and might raise questions about their own position.

By sending out a clear, positive communication, you keep everyone informed of the change, get an opportunity to address any concerns and also highlight that your business has a culture of internal mobility, which can be beneficial for them and you.

Why write a role change announcement email?

Writing a role change announcement email is important to inform employees about a change within the organization and ensure transparency while maintaining effective communication. It helps manage expectations and maintain morale by addressing any concerns and emphasizing the positive aspects of the change.

Other reasons to write a job transition email include:

• Avoid gossip and rumors among employees that could negatively impact morale and performance
• Set a great example when it comes to openness and transparency
• Demonstrate that you support career development by sending out an encouraging transition email
• Outline next steps and open up a line oftwo-way communication
• Allow you to introduce the employee to their new team and/or department
• Congratulate the employee on their job transition and acknowledge their hard work
• Give employees an opportunity to lift up to their coworker and give kudos

Internal transfer announcement email best practices

You can decide whether to send an email to the entire organization or just those directly impacted by the internal job transfer. Timing is also down to you, although sending the email a few days or a full week in advance can be a good idea.

Other best practices for job transition emails include:

• Maintain a professional, warm and enthusiastic tone
• Keep the email concise and to the point
• Mention the person’s full name, previous job title, new title and responsibilities
• Highlight their strengths and achievements
• Thank them for their work so far
• Express confidence in them and welcome them to the new role
• Encourage others to congratulate them
• Open a line of communication

Remember, you’re writing an email that promotes your company culture—so avoid any vague or negative messaging. By keeping it positive, you may encourage employees seeking new challenges to consider internal transitions instead of leaving.

Role change announcement samples

Below are job transition email templates for lateral moves and promotions.

Internal transfer email template for lateral move

Subject: A Warm Welcome From [new department name] to [employee full name]

Hello team,

We’re delighted to announce that [employee name] is moving to [department name], effective [transfer date].

[Employee name] has been pivotal as part of the [current department]’s success, contributing significantly in the following areas:

[short bulleted list of achievements]

Our leadership team is confident that [he/she/they] will bring the same excellent attitude and work ethic to the [new team]. The reason for their move is [brief description of reason], and we see this transition as beneficial for [employee name] as well as bringing value to their new team.

Please join me in congratulating [employee name] as they embark on this exciting new challenge. If you have any queries regarding the move, don’t hesitate to reach out to me personally.

Best regards,

[Your email signature]

Internal transfer email template for promotion

Subject: Congratulations to [employee name], Our New [management role]

Good morning/afternoon,

It’s our pleasure to announce that [employee name] has been promoted to the position of [management role], effective [promotion date].

Over the past 5 years, [employee name] has consistently gone the extra mile to exceed organizational goals and inspire those around [her/him/them] to do the same. [Employee name]’s extensive knowledge and experience in [their field] has helped the company grow in the following ways:

[Brief bullets outlining key achievements]

We’re confident that, in the capacity of their new role, [employee name] will motivate those around [her/him/them] to achieve [current departmental goals] and reach their own personal milestones.

Please join me in congratulating [employee name] on their promotion and wishing them all the best in their new role. If you have any questions regarding the matter, please get in touch with me using this email address.

All the best,

[email signature]

Job transition email template FAQs

Should employers send a job transition letter?

In most small- to medium-sized companies, sending digital communication to other relevant parties is sufficient. In larger companies, it’s worth sending letters to relevant managers, clients and vendors, especially if the new employee is taking over client and supplier accounts. In almost all instances, it can be a good idea to send a formal letter to the person who’s moving roles.

Who should send a job transition email?

Your company’s size and structure will usually dictate who sends a job transition email. In smaller companies where teams are close-knit, an email from a manager provides extra warmth and encouragement. For larger companies with a corporate-style structure, an HR manager might send the job transfer email. It’s usually best for communication to be consistent. So, if onboarding and training emails come from HR, a role change email would likely come from HR as well.

Is an email better than a meeting for announcing an internal role change?

For smaller companies, a meeting involving everyone can be sufficient to let everyone know about the change. For larger companies, an email is more practical because you can include more people. Keep in mind that a remote meeting may not be the best place to declare an internal role change as it can lack the personal touch of an email or in-person announcement.

Job Transition Email Templates for PDF & Word

Use these job transition email templates to provide transparency and ensure everyone is on the same page.

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.